Document managing system, document managing method, and computer program

ABSTRACT

When a document in which a shortcut has been set is exchanged to another document, a shortcut to the document before the exchange is enabled to effectively act on the document after the exchange. When a formation of a shortcut of the document is instructed, the shortcut including a document ID of the document is formed and attributes (shortcut formation history) of the document are updated. After that, when a deletion of the document into a trash box and a formation of a proxy entity of the document are instructed, a proxy entity in which a user ID set into the document to be deleted has been set is formed. The proxy entity is formed in a same folder as a folder in which the deletion document exists. The document ID of the deletion document and the document ID of the formed proxy entity are exchanged and the deletion document is moved into the trash box.

BACKGROUND OF THE INVENTION

1. Field of the Invention

The present invention relates to a document managing system, a documentmanaging method, and a computer program and, more particularly, issuitable for use in formation of a shortcut of a document.

2. Description of the Related Art

In a file system, there is a function called “shortcut”. According tothe shortcut, an access to a file or a directory on the file system isnot directly performed to a substance of the file or directory but isperformed through an indirect file. Such a file as to indirectly providethe access to the file is called a shortcut file. As actual examples ofthe shortcut in the file system, “Shortcut” in Windows (registeredtrademark) of Microsoft Corporation, “Symbolic-link” in UNIX (registeredtrademark) of AT & T Corporation, and the like can be mentioned. Each ofthose shortcut functions is often called by a name peculiar to anoperating system (OS) for controlling the file system.

In the file system, there is a function which is what is called “trashbox”. It is a special directory for holding the deleted unnecessaryfiles and directories and enables them to be reconstructed by aninstruction of the user.

In recent years, functions equivalent to the shortcut and the trash boxare also provided by a document managing system which uses a database asa backend engine. The file and the directory in the file systemcorrespond to a document and a folder in the document managing system,respectively. When the file in the file system is moved to anotherdirectory or is moved to the trash box due to a deletion, the shortcutwhich has been set for an original path of such a file cannot be used.This is because since the substance of the file has been moved, pathinformation which is stored into the shortcut file does not indicate aproper existing location of the substance of the file.

A technique in the related art to solve such a problem has beendisclosed in Japanese Patent Laid-Open No. H08-161210. According to thetechnique disclosed in Japanese Patent Laid-Open No. H08-161210, whenthe position of the substance of the file as a link destination of theshortcut file is changed, a file called “temporary file” describing theposition of a movement destination is formed by the same file name asthat of the file on the link destination. When the temporary file isaccessed from the shortcut file, the shortcut is notified of theposition of the substance of the file after the movement, and the pathinformation held in the shortcut file is changed to new pathinformation.

However, according to the shortcut in the document managing system,there is a case where such a related art does not become a propersolving device. In the document managing system, the document is managedby a document management ID corresponding to an entry of the database.Therefore, in the shortcut in the document managing system, informationof the document management ID is held instead of the path information ofthe shortcut in the file system. Since the document is accessed from theshortcut by the document management ID, even if the document is moved tothe trash box or the like, the document after the movement can beaccessed from the shortcut. Therefore, in such a case, the foregoingrelated art is unnecessary.

However, even in the document managing system, there is a case where thefile called “temporary file” which is used in the foregoing related artis necessary. That is, it is necessary when the documents are exchanged.There is a case where after the document was temporarily deleted, theuser wants to exchange the documents. If the shortcut of the documenthas already been formed prior to exchanging, the deleted documentbecomes an access destination of the shortcut. Even if the document isnewly registered by the same document name after the document wasdeleted, the access destination of the shortcut does not become thedocument. Such a result is undesirable to the user who performed theexchange.

For example, in a work flow such as an approval request of the document,after the document was registered, a shortcut is formed and attached toE-mail, and the E-mail for the approval request is transmitted to theapprover. In this case, the document shown by the shortcut attached tothe E-mail is a document as a target of the approval request. There is acase where after the E-mail was transmitted, since the registereddocument is a wrong document, the requester wants to exchange thedocument. In this instance, there is a case where the user temporarilydeletes the document and exchanges the document. In the case where hehas executed such an exchanging operation that after the document wasdeleted, a new document is registered, in the related art, it isnecessary to form again a shortcut for the document obtained after theexchange and transmit E-mail for the approval request again to theapprover. This is because the document management ID of the documentbefore the exchange and the document management ID of the documentobtained after the exchange differ. That is, since the shortcut whichhas been attached to the E-mail and transmitted before holds thedocument management ID of the document before the exchange, unless theshortcut for the document obtained after the exchange is formed againand the E-mail for the approval request is transmitted again, theapprover cannot open the document obtained after the exchange.

At the time of the document exchange as mentioned above, acheck-in/check-out function of the document of the document managingsystem can be also used. In the case of using such a function, since thedocument management ID is not changed, there is no need to change theshortcut. However, the check-in/check-out function is generally afunction which intends to update the same type of document and is notsuitable to such a case that the document type is changed and thedocument is exchanged.

SUMMARY OF THE INVENTION

The invention is made in consideration of the above problems and it isan object of the invention that when a document whose shortcut has beenset is exchanged by another document, the shortcut for the documentbefore the exchange can effectively act on the document obtained afterthe exchange.

According to the invention, there is provided a document managing systemcomprising: a shortcut forming unit that forms a shortcut of a document,the shortcut including a document ID of the document set therein; aproxy data forming unit that, when a deletion of the document whoseshortcut has been formed is instructed, forms proxy data of the documentinto a same folder as that of the document, the proxy data including thedocument ID of the document set therein; and a moving unit that changesthe document ID of the document whose deletion has been instructed toanother document ID and moves the document whose document ID has beenchanged into a predetermined storing area for holding unnecessary data.

According to the invention, by using the proxy data in which thedocument ID of the deleted document has been set, the shortcut of thedocument before the exchange is enabled to effectively act on thedocument obtained after the exchange.

Further features of the present invention will become apparent from thefollowing description of exemplary embodiments with reference to theattached drawings.

BRIEF DESCRIPTION OF THE DRAWINGS

FIG. 1 illustrates an embodiment of the invention and is a diagramillustrating an example of a construction of a document managing system.

FIG. 2 illustrates the embodiment of the invention and is a diagramconceptually illustrating an example of a data structure of informationregarding documents registered in an attribute database.

FIG. 3 illustrates the embodiment of the invention and is a diagramconceptually illustrating an example of a data structure of a userinformation table registered in the attribute database.

FIG. 4 illustrates the embodiment of the invention and is a diagramillustrating an example of data items in a document attributeinformation registered in the attribute database.

FIG. 5 illustrates the embodiment of the invention and is a flowchartfor describing an example of processes of a terminal of a documentmanagement client at the time of forming a shortcut of a document.

FIG. 6 illustrates the embodiment of the invention and is a diagramillustrating an example of a document shortcut forming menu displayscreen which is displayed on the terminal of the document managementclient.

FIG. 7 illustrates the embodiment of the invention and is a diagramillustrating an example of a display of an application such as a filemanager or the like which displays data in a file system.

FIG. 8 illustrates the embodiment of the invention and is a diagramillustrating an example of “a property display screen after forming theshortcut of the document” which is displayed on the document managementclient terminal.

FIG. 9 illustrates the embodiment of the invention and is a flowchartfor describing an example of processes of a document managing server atthe time of forming the shortcut of the document.

FIG. 10 illustrates the embodiment of the invention and is a flowchartfor describing an example of processes of the document management clientterminal at the time of deleting the document.

FIG. 11 illustrates the embodiment of the invention and is a diagramillustrating an example of a document deleting menu display screen whichis displayed on the document management client terminal.

FIG. 12 illustrates the embodiment of the invention and is a diagramillustrating an example of a proxy entity formation inquiry dialog atthe time of deleting the document.

FIG. 13 illustrates the embodiment of the invention and is a diagramillustrating an example of “a document list display screen after theproxy entity was formed” which is displayed on the document managementclient terminal.

FIG. 14 illustrates the embodiment of the invention and is a diagramillustrating an example of “a list display screen of a deletion documentin a trash box after the proxy entity was formed” which is displayed onthe document management client terminal.

FIG. 15 illustrates the embodiment of the invention and is a flowchartfor describing an example of processes of the document managing serverat the time of deleting the document.

FIG. 16 illustrates the embodiment of the invention and is a diagramillustrating an example of “values of data items of document attributeinformation of the proxy entity” which are registered into the attributedatabase.

FIG. 17 illustrates the embodiment of the invention and is a diagramillustrating an example of “values of data items of document attributeinformation of the deletion document in which the proxy entity has beenformed” which have been registered in the attribute database.

FIG. 18 illustrates the embodiment of the invention and is a flowchartfor describing an example of processes of the document management clientterminal at the time when the document has been registered into a folderin which the proxy entity exists.

FIG. 19 illustrates the embodiment of the invention and is a diagramillustrating an example of “a menu display screen at the time ofregistering the document” which is displayed on the document managementclient terminal.

FIG. 20 illustrates the embodiment of the invention and is a diagramillustrating an example of a proxy entity fetching inquiry dialog at thetime of registering the document.

FIG. 21 illustrates the embodiment of the invention and is a diagramillustrating an example of “a document list display screen after theproxy entity was fetched and the document was registered” which isdisplayed on the document management client terminal.

FIG. 22 illustrates the embodiment of the invention and is a flowchartfor describing an example of processes of a document managing server atthe time when the document is registered into a folder having the proxyentity.

FIG. 23 illustrates the embodiment of the invention and is a flowchartfor describing an example of processes of the document management clientterminal at the time when the document having the proxy entity has beenmoved from the trash box.

FIG. 24 illustrates the embodiment of the invention and is a diagramillustrating an example of “a proxy entity deletion notifying dialog atthe time when the document having the proxy entity has been moved fromthe trash box” which is displayed on the document management clientterminal.

FIG. 25 illustrates the embodiment of the invention and is a flowchartfor describing an example of processes of the document managing serverat the time when the document having the proxy entity has been movedfrom the trash box.

FIG. 26 illustrates the embodiment of the invention and is a flowchartfor describing an example of processes of the document management clientterminal at the time when the proxy entity has been opened from thedocument shortcut.

FIG. 27 illustrates the embodiment of the invention and is a diagramillustrating an example of a comment message displaying dialog at thetime when the proxy entity has been opened from the document shortcut.

FIG. 28 illustrates the embodiment of the invention and is a diagramillustrating an example of a document memo setting menu display screenwhich is displayed on the document management client terminal.

FIG. 29 illustrates the embodiment of the invention and is a diagramillustrating an example of a specified message displaying dialog at thetime when the proxy entity has been opened from the document shortcut.

DESCRIPTION OF THE EMBODIMENTS

An embodiment of the invention will be described hereinbelow withreference to the drawings.

FIG. 1 is a diagram illustrating an example of a construction of adocument managing system. The document managing system in the embodimenthas “a document management client terminal 1000 and a document managingserver 1100” which operate, for example, on an OS of a personalcomputer. In the embodiment, a document managing system for fetching adocument from a device such as a scanner or a file system of the OS andmanaging the document by a plurality of users will be described as anexample.

<Document Input/Output Processing Unit>

First, a “processing unit for executing an input/output of the documentand the operation” in the document management client terminal 1000 willbe described.

The user executes the operation such as registration of the documentinto the document managing server 1100, acquisition of the document fromthe document managing server 1100, or search for the document through auser interface (user I/F) unit 1001. The operation such as deletion ofthe document, instruction to an inquiry dialog regarding a proxy entity,movement of the document from a trash box, or setting of a message tothe proxy entity is also executed in the user interface unit 1001.

Information of the operation executed to the user interface unit 1001 isanalyzed by a command control unit 1002 and a proper process isexecuted. If necessary, a command for communicating with the documentmanaging server 1100 is formed by the command control unit 1002.

The device such as a scanner or the like is controlled by a devicecontrol unit 1003. For example, the device control unit 1003 executes aprocess for fetching document data from the device side or receiving thedata which is transmitted from the device side.

A file stored in the OS such as a file system or the like can beinput-processed by a file control unit 1004 in such a form as to importthe document data. A process for exporting the file which is managed bythe document managing server 1100 into the OS is also executed in thefile control unit 1004.

An external module communicating unit 1005 communicates with an externalapplication and executes a process for transmitting the document in thedocument managing server 1100 to the external application or receivingthe document from the external application. For example, a process fortransmitting the document which is managed by the document managingserver 1100 to a mailer corresponding to, for example, an MAPI(Messaging Application Program Interface) or the like is executed in theexternal module communicating unit 1005.

<Processing Units in Document Management Client>

Subsequently, various kinds of processing units which are arranged inthe document management client terminal 1000 will be described.

A document management control unit 1006 is the heart of the documentmanagement client terminal 1000. The document management control unit1006 executes a process according to an image or a command transmittedfrom an input/output processing unit (not shown).

An internal data holding unit 1007 holds temporary data and the like.For example, the internal data holding unit 1007 temporarily stores datawhich is formed in a step of executing an image process, data which isformed in a step of communicating with the document managing server1100, or the like.

A file analyzing unit 1008 discriminates whether or not the registereddocument is a document which can be handled as an image. If theregistered document is the document which can be handled as an image, animage process is executed as necessary by an image document processingunit 1010. If the registered document is a code document which cannot behandled as an image, a process is executed in a code document processingunit 1009. Although a process is hardly executed to the code document inthe document managing server 1100, a process for forming a thumbnail forthe code document, a process for obtaining document attributes, or thelike is executed in the code document processing unit 1009.

A communication control unit 1011 makes control for communication withthe document managing server 1100 through a communication path 1200 suchas LAN, Internet, or the like. In the embodiment, the communicationcontrol unit 1011 makes only control that is limited to the processes ofthe document managing server 1100 and another control unit prepared forthe OS is used for control of the communication itself such as TCP/IP orthe like.

<Processing Units in Document Managing Server>

Subsequently, various kinds of processing units which are arranged inthe document managing server 1100 will be described.

A communication control unit 1101 makes control for communication withthe communication control unit 1011 of the document management clientterminal 1000 through the communication path 1200. The communicationcontrol unit 1101 of the document managing server 1100 cansimultaneously communicate with the communication control units 1011 ofa number of document management client terminals 1000.

A search control unit 1102 executes a searching process according to arequest from the document management client terminal 1000 or a processfor forming an index to search for the registered document.

Main functions of a file analyzing unit 1103, a code document processingunit 1104, and an image document processing unit 1105 are substantiallythe same as those of the document management client terminal 1000.However, in the document managing server 1100, a process for extractingthe index for searching from the document is executed according to theregistered document. That is, the file analyzing unit 1103 discriminatesthe type of registered file. If the type of registered file indicates acode document, the code document processing unit 1104 extracts indexdata. If the type of registered file indicates an image document, theimage document processing unit 1105 executes an image process and an OCRengine 1106 extracts the index data from the image document.

A document management control unit 1107 distributes all processesregarding a document management.

An image document processing unit 1108 executes an image process such aspaste of annotation to the image document which is transferred to thedocument management client terminal 1000, conversion of an image format,or the like.

A temporary data storing unit 1109 stores temporary data and the like ofthe document managing server 1100 side.

<Database Processing Unit>

A database processing unit in the document managing server 1100 will nowbe described.

Based on an instruction from the document management control unit 1107,a database control unit 1110 forms data which is stored into a databaseand holds the corresponding data into any one of a volume database 1111,an attribute database 1112, and a database 1113 for full text search.According to a request from the document management client terminal1000, the database control unit 1110 extracts the data from eachdatabase and forms a document to be transmitted to the documentmanagement client terminal 1000.

The volume database 1111 is a database in which the substance of thedocument is stored. The volume database 1111 is a conceptual expressionand its substance may be a file system of the OS.

The attribute database 1112 is a database in which information regardingattributes such as name, forming date, comments, and the like of thedocument is stored. Management information data such as information ofthe user who uses the document managing system, an access control tableto a keyword, and position information data of a keyword of eachdocument have also been stored in the attribute database 1112.

Data in which text data extracted from the registered document is set toindex information is registered in the database 1113 for full textsearch. When the full text is searched in the document management clientterminal 1000, the database 1113 for full text search is searched.

FIG. 2 is a diagram conceptually illustrating an example of a datastructure of the information regarding the documents registered in theattribute database 1112.

In FIG. 2, all entries which are registered are child data of a root3100 of the attribute database 1112.

A folder entry 3200 is data of a folder for the user to store the data.The folder entry 3200 includes: a folder ID 3201; folder attributeinformation 3202; and a parent folder ID 3203. Since a plurality offolders can exist under the root 3100, the folders of the numberexisting at the highest position (under the root 3100) are registered aschild data which are connected to positions just under the root 3100. InFIG. 2, the two folders (folder entries 3200 and 3300) are illustratedas an example. As illustrated in FIG. 2, a parent folder of the folders(folder entries 3200 and 3300) existing at the highest position is theroot 3100.

The data in the “trash box” also becomes a folder entry and haspreviously been registered as a folder entry existing at the highestposition.

A document entry 3400 exists as child data of a folder in which thedocument is stored. The document entry 3400 includes a document ID 3401,document attribute information 3402, and a parent folder ID 3403. Thedocument attribute information 3402 includes a plurality of data itemssuch as document name, updating time/date, comment data, and the like.Since a plurality of document entries can exist under the folder, thedocument entries of the number are registered as child data connected topositions just under the folder entry. In FIG. 2, two documents(document entries 3400 and 3500) are illustrated as an example.

By allowing a folder (folder entry) to further exist under the folder(folder entry), a hierarchical structure of the folders can be obtained.In FIG. 2, a case where a folder entry 3600 has been registered justunder the folder entry 3200 is illustrated as an example.

Information regarding each page of the document registered in the folderis stored in a page entry 3700. The page entry 3700 includes: a page ID3701; page attribute information 3702; a search index ID 3703; a volumedata ID 3704; and a document entry ID 3705. The search index ID 3703 isan ID of the information stored in the database 1113 for full textsearch. The volume data ID 3704 is an ID of the substance of thedocument registered in the volume database 1111. By using the volumedata ID 3704, information regarding the document can be extracted fromeach database. Information such as page number and file format is storedin the page attribute information 3702. The page entries of the numberof pages of the document can be registered as child data connected topositions just under the document entry. In FIG. 2, two pages (two pageentries 3700 and 3800) are illustrated as an example.

FIG. 3 is a diagram conceptually illustrating an example of a datastructure of a user information table registered in the attributedatabase 1112.

In FIG. 3, a user information table 4000 is constructed by elements ofan ID 4001, a login name (Name) 4002, and properties (Properties) 4003and manages the users in the document managing system. The ID 4001 isused to distinguish the users and is an unconditional element in thedocument managing system. The login name 4002 is also used todistinguish the users and is an unconditional element in the documentmanaging system. Information associated with the user as well as apassword has been stored in the properties 4003.

FIG. 4 is a diagram illustrating an example of data items in thedocument attribute information registered in the attribute database1112.

As illustrated in FIG. 4, a value 5200 is stored into items 5100. Adocument name 5101, a volume data ID 5102 of the document, a documenttype 5103, an owner ID 5104, a shortcut formation history 5105, a proxyentity 5106, comments 5107, and the like exist in the items 5100.

<Processes at the Time of Forming Document Shortcut in DocumentManagement Client Terminal>

First, an example of processes at the time of forming a shortcut of thedocument on the document management client terminal 1000 side will bedescribed. FIG. 5 is a flowchart for describing an example of processesof the document management client terminal 1000 at the time of formingthe shortcut of the document. FIG. 6 is a diagram illustrating anexample of a document shortcut forming menu display screen which isdisplayed on the document management client terminal 1000.

As illustrated in FIG. 6, the user selects a document 8002 from a userinterface 8001 of the user interface unit 1001 and, further, selects ashortcut 8005 from “newly form” 8004 in a File menu 8003 of theapplication. Thus, a formation of a shortcut of the document 8002 isinstructed. An arbitrary directory in the file system of the OS isdesignated as a forming destination of the shortcut.

After the formation of the shortcut was instructed by the user, thedocument management client terminal 1000 starts the process for formingthe shortcut of the document 8002 in a folder 8006.

In step S6001 in FIG. 5, the document management control unit 1107 formsan empty shortcut file into the designated directory.

FIG. 7 is a diagram illustrating an example of a display of anapplication 9001 such as a file manager or the like which displays thedata of the file system. In the example illustrated in FIG. 7, ashortcut file 9003 is formed in a directory 9002.

Subsequently, in step S6002, the document management control unit 1107sets a document ID, as data, of the document 8002 in which the formationof the shortcut has been instructed into the empty shortcut file formedin step S6001.

As mentioned above, in the embodiment, for example, an example of ashortcut forming unit is realized by executing the processes in stepsS6001 and S6002.

Subsequently, in step S6003, the communication control unit 1011notifies the document managing server 1100 of the document ID set instep S6002 and that the shortcut of the document 8002 corresponding tothe document ID has been formed.

Subsequently, in step S6004, the document management control unit 1107updates the display of the attributes of the document 8002 in which theformation of the shortcut has been instructed.

FIG. 8 is a diagram illustrating an example of “a property displayscreen after forming the shortcut of the document” which is displayed onthe document management client terminal 1000.

As illustrated in FIG. 8, a property display 10002 of a shortcutformation history of a property window 10001 has been updated to“presence”.

An example of the processes of the document management client terminal1000 at the time of forming the shortcut of the document has beendescribed above.

<Processes at the Time of Forming Document Shortcut in Document ManagingServer>

Subsequently, an example of processes at the time of forming a shortcutof the document on the document managing server 1100 side will bedescribed. FIG. 9 is a flowchart for describing an example of theprocesses of the document managing server 1100 at the time of formingthe shortcut of the document.

In step S7001 in FIG. 9, the communication control unit 1101 receivesboth of the document ID and a notification showing that the shortcut ofthe document has been formed from the document management clientterminal 1000. In order to allow the document management client terminal1000 to communicate with the document managing server 1100, it isnecessary that the user has already been authenticated in the documentmanaging server 1100. After the user was authenticated, all commandstransmitted from the document management client terminal 1000 of theauthenticated user become the commands which were made under authorityof the authenticated user.

Subsequently, in step S7002, the database control unit 1110 changes theshortcut formation history 5105 of the document attribute informationcorresponding to the document ID notified from the document managementclient terminal 1000 to “1” (there is a formation history).

Subsequently, in step S7003, the database control unit 1110 updates thetable registered in the attribute database 1112.

An example of the processes of the document managing server 1100 at thetime of forming the shortcut of the document has been described above.

<Processes of Document Management Client Terminal at the Time ofDeleting Document>

First, an example of processes of the document management clientterminal 1000 side at the time of deleting the document will bedescribed. FIG. 10 is a flowchart for describing the example ofprocesses of the document management client terminal 1000 at the time ofdeleting the document. FIG. 11 is a diagram illustrating an example of adocument deleting menu display screen which is displayed on the documentmanagement client terminal 1000.

As illustrated in FIG. 11, the user selects the document 8002 from theuser interface 8001 of the user interface unit 1001 and, further,selects “delete” 13001 in the File menu 8003 of the application. Thus, adeletion of the document 8002 is instructed.

After the deletion of the document was instructed by the user, thedocument management client terminal 1000 starts the process for deletingthe document 8002.

In step S11001 in FIG. 10, the document management control unit 1006discriminates whether or not the shortcut formation history in thedocument attribute information of the document 8002 whose deletion hasbeen designated is equal to “1”, that is, whether or not the shortcutformation history indicates “presence”. Such a discrimination can bemade, for example, by a method whereby the document management clientterminal 1000 inquires of the document managing server 1100 about thecontents of the shortcut formation history 5105 in the attributedatabase 1112.

If it is determined as a result of the discrimination that the shortcutformation history exists in the document 8002 whose deletion has beendesignated, step S11002 follows. When the processing routine advances tostep S11002, the document management control unit 1006 displays a dialogfor inquiring whether or not a proxy entity is formed (a proxy entityformation inquiry dialog at the time of deleting the document) to theuser interface unit 1001.

FIG. 12 is a diagram illustrating an example of a proxy entity formationinquiry dialog 14001 at the time of deleting the document.

In FIG. 12, a button 14002 is used for the user to instruct that theproxy entity is formed. A button 14003 is used for the user to instructthat the proxy entity is not formed.

As mentioned above, in the embodiment, for example, an example of aninquiry unit is realized by executing the process of step S11002.

Returning to a description of FIG. 10, in step S11003, the documentmanagement control unit 1006 discriminates whether or not the proxyentity is formed based on a result of the user's operation to the proxyentity formation inquiry dialog 14001 at the time of deleting thedocument.

If the proxy entity is formed as a result of the discrimination, stepS11004 follows. When the processing routine advances to step S11004, thecommunication control unit 1011 transmits the document ID of thedocument 8002 whose deletion has been designated, a deleting request ofthe document 8002, and a forming request of the proxy entitycorresponding to the document 8002 to the document managing server 1100.

Subsequently, in step S11005, the communication control unit 1011 waitsuntil data showing a process end and latest data are received from thedocument managing server 1100.

When the data showing the process end and the latest data are receivedfrom the document managing server 1100, step S11006 follows. When theprocessing routine advances to step S11006, the document managementcontrol unit 1006 updates the display of the user interface 8001 of theuser interface unit 1001 based on the received latest data.

FIG. 13 is a diagram illustrating an example of “a document list displayscreen after the proxy entity was formed” which is displayed on thedocument management client terminal 1000.

As illustrated in FIG. 13, a proxy entity 15001 which was newly formedis displayed in place of the document 8002 illustrated in FIG. 11.

FIG. 14 is a diagram illustrating an example of “a list display screenof a deletion document in a trash box after the proxy entity was formed”which is displayed on the document management client terminal 1000.

As illustrated in FIG. 14, a deletion document 16002 in which the proxyentity was formed is displayed in a trash box 16001.

As mentioned above, in the embodiment, for example, an example of apredetermined storing area to store unnecessary data is realized by thetrash box.

Returning to a description of FIG. 10, in step S11001, if the shortcutformation history in the document attribute information of the document8002 whose deletion has been designated is equal to “0”, that is, if itis determined that the shortcut formation history indicates “absence”,step S11007 follows. When the processing routine advances to stepS11007, the communication control unit 1011 transmits the document ID ofthe document 8002 whose deletion has been designated and the deletingrequest of the document to the document managing server 1100. Theprocessing routine advances to step S11005.

If it is decided in step S11003 that proxy entity is not formed as well,the processing routine advances to step S11007. The document ID of thedocument 8002 whose deletion has been designated and the deletingrequest of the document are transmitted to the document managing server1100. The processing routine advances to step S11005 mentioned above.

An example of the process of the document management client terminal1000 at the time of deleting the document has been described above.

<Processes in Document Managing Server at the Time of Deleting Document>

Subsequently, an example of processes of the document managing server1100 side at the time of deleting the document will be described. FIG.15 is a flowchart for describing the example of the processes of thedocument managing server 1100 at the time of deleting the document.

In step S12001 in FIG. 15, the communication control unit 1101 receivesthe deleting request of the document 8002 and the data such as adocument ID of the document 8002 (deletion document) whose deletion hasbeen instructed and the like from the document management clientterminal 1000. In order to allow the document management client terminal1000 to communicate with the document managing server 1100, it isnecessary that the user has already been authenticated in the documentmanaging server 1100. After the user was authenticated, all commandstransmitted from the document management client terminal 1000 of theauthenticated user become the commands which were made under authorityof the authenticated user.

Subsequently, in step S12002, the database control unit 1110 obtains the“document entry of the deletion document” corresponding to the documentID received from the document management client terminal 1000 from theattribute database 1112.

Subsequently, in step S12003, the document management control unit 1107discriminates whether or not the folder entry as parent data of the“document entry of the deletion document” obtained in step S12002 is the“trash box”.

If the folder entry as parent data of the document entry of the deletiondocument is not the “trash box” as a result of the discrimination, stepS12004 follows. When the processing routine advances to step S12004, thedocument management control unit 1107 discriminates whether or not theforming request of the proxy entity corresponding to the document 8002whose deletion has been instructed is included in the related datareceived in step S12001.

If the forming request of the proxy entity corresponding to the document8002 whose deletion has been instructed is included in the related datareceived in step S12001 as a result of the discrimination, step S12005follows. When the processing routine advances to step S12005, thedatabase control unit 1110 sets the folder entry as a “trash box” to theparent data and forms a new document entry (document entry of the proxyentity) into the attribute database 1112.

Subsequently, in step S12006, the database control unit 1110 setsdocument attribute information of the document entry newly formed instep S12005.

FIG. 16 is a diagram illustrating an example of “values of data items ofthe document attribute information of the proxy entity” which areregistered into the attribute database 1112.

In the example illustrated in FIG. 16, a value obtained by adding “Proxy˜” to the head of the document name “document C” of the document(deletion document) whose deletion has been instructed is set into avalue 17001 of the document name 5101. An empty value is set into avalue 17002 of the volume data ID 5102 of the document. A “Proxy entity”is set into a value 17003 of the document type 5103. The user ID of the“authenticated user” who instructed the transmission of the deletingrequest of the document is set into a value 17004 of the owner ID 5104.Further, the present document ID of the “document 8002 whose deletionhas been instructed” serving as a proxy is set into a value 17005 of theproxy entity 5106.

Returning to the description of FIG. 15, in step S12007, the databasecontrol unit 1110 changes the document attribute information of thedocument entry of the document 8002 whose deletion has been instructed.

FIG. 17 is a diagram illustrating an example of “values of data items ofthe document attribute information of the deletion document in which theproxy entity has been formed” which have been registered in theattribute database 1112.

As illustrated in FIG. 17, the document ID of the proxy entity is setinto a value 18001 of the proxy entity 5106.

Subsequently, in step S12008, the database control unit 1110 exchangesthe document ID of the document 8002 whose deletion has been instructedand the document ID of the document entry of the proxy entity which wasnewly formed. Thus, as illustrated in FIGS. 16 and 17, the presentdocument ID of the document 8002 whose deletion has been instructed isset into the proxy entity 5106 and the document ID of the proxy entityis set into the document 8002 whose deletion has been instructed.

As mentioned above, in the embodiment, for example, an example of theproxy data is realized by the proxy entity and, further, by executingthe processes in steps S12005 to S12008, an example of the proxy dataforming unit is realized.

Subsequently, in step S12009, the database control unit 1110 sets thefolder ID of the “trash box” into the parent folder ID of the documententry of the document 8002 so that the document entry of the document8002 whose deletion has been instructed is stored as child data in the“trash box”.

Subsequently, in step S12010, the database control unit 1110 moves the“document entry of the deletion document” in which the folder ID of the“trash box” has been set in the parent folder ID to a position under thefolder entry.

As mentioned above, in the embodiment, for example, an example of themoving unit is realized by executing the processes in steps S12009 andS12010.

Subsequently, in step S12011, the communication control unit 1101transmits the data indicative of the end of processes and latest data(for example, the data obtained after it was changed in the flowchart ofFIG. 15) to the document management client terminal 1000.

If it is determined in step S12003 that the folder entry as parent dataof the “document entry of the deletion document” obtained in step S12002is the “trash box”, step S12012 follows. When the processing routineadvances to step S12012, the database control unit 1110 deletes thedocument data corresponding to the document volume ID of the documentattribute information of the “document entry of the deletion document”obtained in step S12002 from the volume database 1111. The processingroutine advances to step S12011.

If it is determined in step S12004 that the forming request of the proxyentity corresponding to the document 8002 whose deletion has beeninstructed is not included in the related data received in step S12001,the processing routine advances to step S12009.

An example of the processes of the document managing server 1100 at thetime of deleting the document has been mentioned above.

<Processes in Document Management Client Terminal at the time whenDocument has Been Registered into Folder in Which Proxy Entity Exists>

First, an example of the processes of the document management clientterminal 1000 side at the time when the document has been registeredinto the folder in which the proxy entity exists will be described. FIG.18 is a flowchart for describing the example of the processes of thedocument management client terminal 1000 at the time when the documenthas been registered into a folder in which the proxy entity exists.

In step S19001 in FIG. 18, a process for fetching the file into anapplication is executed. This process is realized, for example, by amethod whereby the device control unit 1003 fetches an image from thescanner into a document managing application. The process is alsorealized, for example, by a method whereby the file control unit 1004fetches a file existing on the OS into the document managingapplication. Further, the process is also realized, for example, by amethod whereby the external module communicating unit 1005 fetches adocument from an external application into the document managingapplication.

FIG. 19 is a diagram illustrating an example of “a menu display screenat the time of registering the document” which is displayed on thedocument management client terminal 1000.

As illustrated in FIG. 19, the user selects “Import file 21002” from anImport 21001 in the File menu 8003 of the application of the userinterface 8001 of the user interface unit 1001. Thus, the Import of thefile existing in the OS is instructed.

After the Import of the file was instructed by the user, the documentmanagement client terminal 1000 starts a document registering process.

First, in step S19002, the file analyzing unit 1008 executes a processfor analyzing the file (document) fetched in step S19001. For example,the file analyzing unit 1008 executes a process for discriminatingwhether or not the document fetched in step S19001 can be handled by thedocument managing system or a process for fetching the attributeinformation or the like of the file itself.

Subsequently, in step S19003, the file analyzing unit 1008 discriminateswhether or not the file (document) analyzed in step S19002 is an imagedocument or a code document.

If the file (document) analyzed in step S19002 is the code document as aresult of the discrimination, step S19004 follows and the code documentprocessing unit 1009 executes a code document process. For example, thecode document processing unit 1009 forms a thumbnail image to bedisplayed by the document management client terminal 1000 from the codedocument or extracts the attribute information held in the codes of thecode document. The processing routine advances to step S19008, whichwill be described hereinafter.

If the file (document) analyzed in step S19002 is the image document,step S19005 follows and the image document processing unit 1010 executesan image document process. For example, the image document processingunit 1010 executes a process for forming a thumbnail image correspondingto the document data or the like. At this time, there is a case wherethe files are temporarily held in the internal data holding unit 1007.

Subsequently, in step S19006, the file analyzing unit 1008 discriminateswhether or not the image document to be registered is image-convertedand stored. If the image document is image-converted and stored as aresult of the discrimination, step S19007 follows. The image documentprocessing unit 1010 image-converts the image document and stores. Theprocessing routine advances to step S19008, which will be describedhereinafter.

Unless the image document is image-converted and stored, step S19007 isomitted and step S19008 follows.

When the processing routine advances to step S19008, the documentmanagement control unit 1006 discriminates whether or not the proxyentity corresponding to the name of the fetched file exists in thefolder serving as a storage destination of the file fetched in stepS19001. For example, the document management control unit 1006discriminates whether or not the proxy entity of the name in which“Proxy ˜” has been added to the head of the name obtained by excludingan extension from the file name of the fetched file exists in the folderof the storage destination.

If the proxy entity corresponding to the name of the fetched file existsin the folder serving as a storage destination of the file fetched instep S19001 as a result of the discrimination, step S19009 follows. Whenthe processing routine advances to step S19009, the document managementcontrol unit 1006 displays a dialog for inquiring of the user aboutwhether or not the proxy entity is fetched at the time of registeringthe document to the user interface unit 1001.

FIG. 20 is a diagram illustrating an example of a proxy entity fetchinginquiry dialog 22001 at the time of registering the document.

In FIG. 20, a button 22002 is used for the user to instruct that theproxy entity is fetched. A button 22003 is used for the user to instructthat the proxy entity is not fetched.

Returning to the description of FIG. 18, in step Sl9010, the documentmanagement control unit 1006 discriminates whether or not the proxyentity is fetched based on the operation of the user to the proxy entityfetching inquiry dialog 22001 at the time of registering the document.

If the proxy entity is fetched as a result of the discrimination, stepS19011 follows. When the processing routine advances to step S19011, thecommunication control unit 1011 transmits the document data, a fetchingrequest of the proxy entity, and the document ID of the proxy entity tothe document managing server 1100.

Subsequently, in step S19012, the communication control unit 1011 waitsuntil the data showing the process end and the latest data are receivedfrom the document managing server 1100.

When the data showing the process end and the latest data are receivedfrom the document managing server 1100, step S19013 follows. When theprocessing routine advances to step S19013, the document managementcontrol unit 1006 updates the display of the display screen based on thelatest data received from the document managing server 1100.

FIG. 21 is a diagram illustrating an example of “a document list displayscreen after the proxy entity was fetched and the document wasregistered” which is displayed on the document management clientterminal 1000.

In FIG. 21, a document 23001 is a document which was registered againinto the folder 8006. The proxy entity (proxy entity 15001 illustratedin FIG. 13) which existed before the re-registration has been deleted.

If it is decided in step S19008 that the proxy entity corresponding tothe name of the fetched file does not exist in the folder serving as astorage destination of the file fetched in step S19001, step S19014follows. When the processing routine advances to step S19014, thecommunication control unit 1011 transmits the document data to thedocument managing server 1100. The processing routine advances to stepS19012.

If it is decided in step S19010 that the proxy entity is not fetched,step S19014 also follows and the document data is transmitted to thedocument managing server 1100.

An example of the processes in the document management client terminal1000 at the time when the document has been registered into the folderhaving the proxy entity has been described above.

<Processes in Document Managing Server at the time when Document isRegistered into Folder having Proxy Entity>

Subsequently, the example of the processes in the document managingserver 1100 side at the time when the document has been registered intothe folder having the proxy entity will be described. FIG. 22 is aflowchart for describing the example of the processes of the documentmanaging server 1100 at the time when the document is registered intothe folder having the proxy entity.

In step S20001 in FIG. 22, the communication control unit 1101 receivesthe data including the document data transmitted from the documentmanagement client terminal 1000. In order to allow the documentmanagement client terminal 1000 to communicate with the documentmanaging server 1100, it is necessary that the user has already beenauthenticated in the document managing server 1100. After the user wasauthenticated, all commands transmitted from the document managementclient terminal 1000 of the authenticated user become the commands whichwere made under authority of the authenticated user.

Subsequently, in step S20002, the file analyzing unit 1103 executes aprocess for analyzing the document data received in step S20001 based onan instruction from the search control unit 1102.

Subsequently, in step S20003, the file analyzing unit 1103 discriminateswhether the document data analyzed in step S20002 is the image documentor the code document. In order to search for the document registered inthe document managing server 1100, it is necessary to extract index datafor document search from the document. For this purpose, it is necessaryto analyze the contents of the document data and a module for processingthe document data is changed based on a result of the analysis.

If the document data analyzed in step S20002 is the code document as aresult of the discrimination, step follows and the code documentprocessing unit 1104 executes a code document process. For example, thecode document processing unit 1104 extracts the index data for documentsearch from the code document. The processing routine advances to stepS20007, which will be described hereinafter.

If the document data analyzed in step S20002 is the image document, stepS20005 follows. The image document processing unit 1105 executes animage document process. For example, the image document processing unit1105 executes an image conversion of the document data. The imageconversion which is executed here is a process for obtaining an imagesuitable for OCR. Data which is actually registered into the database isthe document data received from the document management client terminal1000.

Subsequently, in step S20006, the OCR engine 1106 executes an OCRprocess to the document data which was image-converted in step S20005and extracts the index data for document search, and step S20007follows.

When the processing routine advances to step S20007, the databasecontrol unit 1110 executes a process for storing the document datareceived from the document management client terminal 1000 in stepS20001 into the volume database 1111. The data which is stored into thevolume database 1111 is the received document data itself and the dataof the thumbnail image. If the image annotation has been pasted to thedocument data, the image for annotation is also stored into the volumedatabase 1111.

Subsequently, in step S20008, the database control unit 1110 executes aprocess for registering the index data for document search extractedfrom the document data into the database 1113 for full text search.

Subsequently, in step S20009, the database control unit 1110 registersattribute data of the document and the document ID and the like of thedocument data registered in the volume database 1111 into a tableprovided in the attribute database 1112.

Subsequently, in step S20010, the document management control unit 1107discriminates whether or not a fetching request of the proxy entity isincluded in the data received from the document management clientterminal 1000 in step S20001.

If the fetching request of the proxy entity is included in the datareceived from the document management client terminal 1000 as a resultof the discrimination, step S20011 follows. When the processing routineadvances to step S20011, the database control unit 1110 obtains thedocument entry corresponding to the document ID of the proxy entityreceived from the document management client terminal 1000 in stepS20001 from the attribute database 1112.

Subsequently, in step S20012, the document management control unit 1107exchanges the document ID of the document entry which was newlyregistered in step S20009 and the document ID of the proxy entityreceived from the document management client terminal 1000 in stepS20001.

As mentioned above, according to the embodiment, for example, byexecuting the process of step S20012, an example of a changing unit isrealized.

Subsequently, in step S20013, the database control unit 1110 deletes thedocument entry of the proxy entity from the table provided in theattribute database 1112.

As mentioned above, according to the embodiment, for example, byexecuting the process of step S20013, an example of a deleting unit isrealized.

Subsequently, in step S20014, the communication control unit 1101transmits the data showing the process end and the latest data (forexample, data obtained after it was changed in the flowchart of FIG. 22)to the document management client terminal 1000.

If it is determined in step S20010 that the fetching request of theproxy entity is not included in the data received from the documentmanagement client terminal 1000 in step S20001, step S20014 mentionedabove follows. The data showing the process end and the latest data aretransmitted to the document management client terminal 1000.

An example of the processes in the document managing server 1100 at thetime when the document had been registered in the folder having theproxy entity has been described above.

In step S19011 in FIG. 18, in addition to the document ID of the proxyentity, the owner ID (user ID) of the proxy entity may be transmittedfrom the document management client terminal 1000 to the documentmanaging server 1100. In such a case, for example, the followingprocesses can be executed.

First, the following processes are executed after steps S20004 andS20006 in FIG. 22.

That is, whether or not the document ID in the document data received instep S20001 (file name of the document) corresponds to the document ID(file name) in the proxy entity existing in the same folder as that ofthe document data is discriminated. Further, whether or not the owner IDincluded in the data received in step S20001 (owner ID of the user whowill newly register the document) and the owner ID of the proxy entity(owner ID of the user who has deleted the document into the trash box)coincide is also discriminated.

If at least any one of them does not coincide, the processes in stepsS20007 to S20009 and S20014 are executed. If both of them coincide, theprocesses in steps S20007 to S20009 and S20011 to S20014 are executed.

<Processes in Document Management Client at the Time when DocumentHaving Proxy Entity has Been Moved from Trash Box>

First, an example of processes on the document management clientterminal 1000 side at the time when the document having proxy entity hasbeen moved from the trash box will be described. FIG. 23 is a flowchartfor describing the example of the processes of the document managementclient terminal 1000 at the time when the document having the proxyentity has been moved from the trash box.

The selected document 16002 is moved from the trash box 16001 to anotherfolder by such a user's operation that “copy and paste” of an Edit menuof the user interface 8001 is selected or the like (refer to FIG. 14).Thus, the document management client terminal 1000 starts a process formoving the document from the trash box.

In step S24001 in FIG. 23, the communication control unit 1011 notifiesthe document managing server 1100 of execution of the moving processtogether with the document ID of the selected document 16002 in thetrash box 16001 and the folder ID of the folder designated as a movementdestination.

Subsequently, in step S24002, the communication control unit 1011 waitsuntil the data showing the process end and the latest data are receivedfrom the document managing server 1100.

When the data showing the process end and the latest data are receivedfrom the document managing server 1100, step S24003 follows. When theprocessing routine advances to step S24003, the document managementcontrol unit 1107 discriminates whether or not a status of proxy entitydeletion is included in the latest data received from the documentmanaging server 1100.

If the status of the proxy entity deletion is not included in the latestdata received from the document managing server 1100 as a result of thediscrimination, steps S24004 and S24005 are omitted and the processingroutine advances to step S24006, which will be described hereinafter.

If the status of the proxy entity deletion is included in the latestdata received from the document managing server 1100, step S24004follows. When the processing routine advances to step S24004, thedocument management control unit 1006 displays a dialog showing a factthat the proxy entity has been deleted to the user interface unit 1001.

FIG. 24 is a diagram illustrating an example of “a proxy entity deletionnotifying dialog at the time when the document having the proxy entityhas been moved from the trash box” which is displayed on the documentmanagement client terminal 1000.

In FIG. 24, a button 26002 is used for the user to instruct that a proxyentity deletion notifying dialog 26001 is closed.

In step S24005, the document management control unit 1006 waits untilthe proxy entity deletion notifying dialog 26001 is closed. When theproxy entity deletion notifying dialog 26001 is closed, step S24006follows. When the processing routine advances to step S24006, thedocument management control unit 1006 updates the display of the displayscreen based on the latest data received from the document managingserver 1100.

An example of the processes at the time when the document having theproxy entity had been moved from the trash box has been described above.

<Processes in Document Managing Server at the Time when Document HavingProxy Entity has Been Moved from Trash Box>

Subsequently, an example of processes in the document managing server1100 side at the time when the document having the proxy entity has beenmoved from the trash box will be described. FIG. 25 is a flowchart fordescribing the example of the processes of the document managing server1100 at the time when the document having the proxy entity has beenmoved from the trash box.

In step S25001 in FIG. 25, the communication control unit 1101 receivesthe data (an instruction to execute the moving process, a document ID ofthe movement document in the trash box, and a folder ID of a folderdesignated as a movement destination) transmitted from the documentmanagement client terminal 1000. In order to allow the documentmanagement client terminal 1000 to communicate with the documentmanaging server 1100, it is necessary that the user has already beenauthenticated in the document managing server 1100. After the user wasauthenticated, all commands transmitted from the document managementclient terminal 1000 of the authenticated user become the commands whichwere made under authority of the authenticated user.

Subsequently, in step S25002, the database control unit 1110 obtains thedocument entry corresponding to the document ID received from thedocument management client terminal 1000 in step S25001 from theattribute database 1112.

Subsequently, in step S25003, the document management control unit 1107discriminates whether or not the folder entry as parent data of thedocument entry obtained in step S25002 is the “trash box”.

If the folder entry as parent data of the document entry obtained instep S25002 is not the “trash box” as a result of the discrimination,steps S25004 to S25007 are omitted and the processing routine advancesto step S25008, which will be described hereinafter.

If the folder entry as parent data of the document entry obtained instep S25002 is the “trash box”, step S25004 follows. When the processingroutine advances to step S25004, the document management control unit1107 discriminates whether or not a value has been set in the item ofthe data of the proxy entity of the document attribute information ofthe document entry obtained in step S25002. If the value is not set inthe item of the data of the proxy entity of the document attributeinformation of the document entry obtained in step S25002 as a result ofthe discrimination, steps S25005 to S25007 are omitted and theprocessing routine advances to step S25008, which will be describedhereinafter.

If the value has been set in the item of the data of the proxy entity ofthe document attribute information of the document entry obtained instep S25002, step S25005 follows. When the processing routine advancesto step S25005, the document management control unit 1107 obtains thevalue in the item of the data of the proxy entity of the documentattribute information of the document entry obtained in step S25002 as adocument ID of the proxy entity.

Subsequently, in step S25006, the database control unit 1110 deletes thedocument entry corresponding to the document ID of the proxy entityobtained in step S25005 from the attribute database 1112.

As mentioned above, in the embodiment, for example, an example of asecond deleting unit is realized by executing the process of stepS25006.

Subsequently, in step S25007, the database control unit 1110 sets thedocument ID of the proxy entity obtained in step S25005 as a document IDof the document entry.

As mentioned above, in the embodiment, for example, an example of asecond changing unit is realized by executing the process of stepS25007.

Subsequently, in step S25008, the database control unit 1110 sets the“folder ID of the folder designated as a movement destination” receivedfrom the document management client terminal 1000 into the parent folderID of the document entry.

Subsequently, in step S25009, the database control unit 1110 moves thedocument entry as child data which is connected to a position under thefolder ID.

Subsequently, in step S25010, the communication control unit 1101transmits the data indicative of the end of processes and the latestdata (for example, data obtained after it was changed in the flowchartof FIG. 25) including the status of the proxy entity deletion to thedocument management client terminal 1000.

An example of the processes in the document managing server 1100 at thetime when the document having the proxy entity had been moved from thetrash box has been described above.

<Processes in Document Management Client Terminal at the Time when ProxyEntity has Been Opened from Document Shortcut>

FIG. 26 is a flowchart for describing an example of processes of thedocument management client terminal 1000 at the time when the proxyentity has been opened from the document shortcut.

In step S27001 in FIG. 26, the document management control unit 1006waits until the shortcut formed in the file system of the OS is opened.When the shortcut is opened, step S27002 follows. When the processingroutine advances to step S27002, the document management control unit1107 discriminates whether or not a value has been set into a data itemof the comments 5107 of the document attribute information of the proxyentity stored in the internal data holding unit 1007.

If the value has been set in the data item of the comments 5107 of thedocument attribute information of the proxy entity as a result of thediscrimination, step S27003 follows. When the processing routineadvances to step S27003, the document management control unit 1006displays a dialog for displaying comment information based on the valuein the data item onto the user interface unit 1001.

As mentioned above, in the embodiment, for example, an example of adisplay unit is realized by executing the process of step S27003.

FIG. 27 is a diagram illustrating an example of a comment messagedisplaying dialog 31002 at the time when the proxy entity has beenopened from the document shortcut. In FIG. 27, information (icon) 31001showing that there is comment information in the proxy entity 15001 isdisplayed.

A comment message (contents of the comment message displaying dialog31002) at the time when the proxy entity has been opened is preset bythe user here.

FIG. 28 is a diagram illustrating an example of a document memo settingmenu display screen which is displayed on the document management clientterminal 1000.

As illustrated in FIG. 28, after the user selected a proxy entity 15002,he selects “Addition/edition of memo” 30002 from an Edit menu 30001 ofthe application and executes the addition/edition of the memo. Thus, thecomment message can be set into the document attribute information ofthe proxy entity.

As mentioned above, in the embodiment, for example, an example of asetting unit is realized by setting the comment message into thedocument attribute information of the proxy entity in this manner.

Returning to the description of FIG. 26, in step S27002, if it isdecided that the value is not set in the data item of the comments 5107of the document attribute information of the proxy entity, step S27004follows. When the processing routine advances to step S27004, thedocument management control unit 1006 displays a dialog for displayingthe specified comment information to the user interface unit 1001.

FIG. 29 is a diagram illustrating an example of a specified messagedisplaying dialog 29001 at the time when the proxy entity has beenopened from the document shortcut.

As mentioned above, in the embodiment, for example, an example of thedisplay unit is realized by executing the process of step S27004.

The information (message) which is displayed in step S27003 or S27004 isnot limited to the foregoing information so long as it is informationregarding that a link destination of the document shortcut is not thedocument but is the proxy entity of the document.

An example of the processes in the document management client 1000 atthe time when the proxy entity had been opened from the documentshortcut has been described above.

As mentioned above, in the embodiment, when the formation of theshortcut of the document is instructed, the shortcut including thedocument ID of the document is formed and the attributes (shortcutformation history) of the document are updated. After that, when thedeletion of the document into the trash box and the formation of theproxy entity of the document are instructed, a proxy entity in which thesame user ID as the user ID set in the document to be deleted has beenset is formed. This proxy entity is formed in the same folder as thefolder in which the document to be deleted exists. The document ID ofthe document to be deleted and the document ID of the formed proxyentity are exchanged and the document to be deleted is moved (deleted)into the trash box.

When the document is newly registered into the folder in which only theproxy entity has been stored as mentioned above and the fetching of theproxy entity is instructed, the following processes are executed. Thatis, the document ID of the newly registered document and the document IDof the proxy entity are exchanged or the like and document managementinformation of the proxy entity is set into the newly registereddocument, and thereafter, the proxy entity is deleted.

When the movement of the document which has been moved (deleted) intothe trash box to another location is instructed, the document ID of theproxy entity of the document is obtained and the proxy entity isdeleted. The document ID of the document to be moved is set into thedocument ID of the obtained proxy entity and the document is moved tothe instructed location from the trash box.

As mentioned above, when the proxy entity exists, the document ID as anaccess destination of the shortcut becomes the document ID of thedeleted document. Therefore, when the shortcut is opened in a statewhere the proxy entity exists, the proxy entity is accessed and thecomments set into the proxy entity are dialog-displayed.

Therefore, when exchanging the document, the shortcut to the documentbefore the exchange is enabled to effectively act also on the documentafter the exchange. That is, even if the document on the linkdestination side of the shortcut is exchanged, the document managementinformation of the original document can be reflected to the exchangeddocument. Therefore, the requester doesn't need to issue again theE-mail to which the shortcut to the exchanged document has been attachedto the approver like “work flow for approval request of the document”disclosed in the related art. In other words, after the document wastemporarily deleted, the document can be easily exchanged without beingaware of the formed shortcut.

The document management information including the document ID of thedocument which the shortcut holds as an access destination is succeededto the new document. Therefore, such a construction that whilesucceeding the document management information, the document type ischanged to a new type and the document is exchanged can be easilyrealized.

Further, by the shortcut of the document, when the proxy entity isopened, a message indicative of the proxy of the original document or amessage which has uniquely been set can be displayed. Therefore, even inthe case where the approver has opened the proxy entity from theshortcut attached to the E-mail, the approver can read the message setby the requester, grasp a situation, and extend the approving operation.

As mentioned above, in the embodiment, when the document in which theshortcut has been set is exchanged to another document, the shortcut tothe document before the exchange is enabled to effectively act on thedocument after the exchange.

Another Embodiment of the Invention

Each of the units constructing the document managing system in theembodiment of the invention mentioned above and each step of thedocument managing method can be realized by a method whereby a programstored in a RAM, a ROM, or the like of a computer is made operative. Theprogram and a computer-readable recording medium in which the programhas been recorded are incorporated in the invention.

The invention can be embodied by, for example, a system, an apparatus, amethod, a program, a storing medium, or the like. Specifically speaking,the invention can be applied to a system constructed by a plurality ofapparatuses or an apparatus constructed by one device.

The invention also incorporates a case where a program of software forrealizing the functions of the embodiments mentioned above (in theembodiments, the program corresponding to the flowcharts illustrated inFIG. 5 and the like) is supplied to the system or apparatus directly orfrom a remote place. The invention also incorporates a case where thefunctions of the embodiments mentioned above are accomplished by amethod whereby a computer of the system or apparatus reads out thesupplied program codes and executes them.

Therefore, the program codes themselves which are installed into thecomputer in order to realize the functions and processes of theinvention also realize the invention. That is, the invention alsoincorporates the computer program itself for realizing the functions andprocesses of the invention.

In such a case, the invention is not limited to the program form asmentioned above but may have an arbitrary form such as object codes,program that is executed by an interpreter, script data which issupplied to the OS, or the like so long as it has the functions of theprogram.

As a recording medium for supplying the program, for example, a floppy(registered trademark) disk, a hard disk, an optical disk, amagnetooptic disk, an MO, a CD-ROM, a CD-R, a CD-RW, or the like can bementioned. A magnetic tape, a non-volatile memory card, a ROM, a DVD(DVD-ROM, DVD-R), or the like can be also mentioned.

As another program supplying method, the program can be also supplied bya method whereby a client computer is connected to Homepage of theInternet by using a browser of the client computer and the computerprogram itself of the invention or a file which has been compressed andhas an automatic installing function is downloaded from Homepage to arecording medium such as a hard disk or the like.

The program supplying method can be also realized by a method wherebythe program codes constructing the program of the invention are dividedinto a plurality of files and each file is downloaded from differentHomepage. That is, a WWW sever for allowing a plurality of users todownload a program file for realizing the functions and processes of theinvention by the computer is also incorporated in the invention.

The program supplying method can be also realized by a method wherebythe program of the invention is encrypted and stored into a storingmedium such as a CD-ROM or the like and distributed to the users, theuser who can clear predetermined conditions are allowed to download keyinformation adapted to decrypt the encryption from Homepage through theInternet, the encrypted program is executed by using the downloaded keyinformation, and the program is installed into the computer.

The functions of the embodiments mentioned above are also realized by amethod whereby the computer executes the read-out program. As anothermethod, an OS or the like which is operating on the computer executes apart or all of the actual processes based on instructions of theprogram, and the functions of the embodiments mentioned above are alsorealized by those processes.

Further, the functions of the embodiments mentioned above are alsorealized by a method whereby the program read out of a recording mediumis written into a memory equipped for a function expanding boardinserted in a computer or a function expanding unit connected to thecomputer, after that, a CPU or the like provided for the functionexpanding board or the function expanding unit executes a part or all ofthe actual processes based on instructions of the program, and thefunctions of the embodiments mentioned above are also realized by thoseprocesses.

Each of the foregoing embodiments is nothing but the specific examplesfor embodying the invention. A technical scope of the invention must notbe limitatively interpreted by them. That is, the invention can beembodied in various forms without departing from its technical idea ofthe invention or the spirit and features of the invention.

Although several exemplary embodiments of the invention have beementioned as examples and described above, the invention is not limitedto those embodiments but, naturally, many modifications and applicationsare possible within the scope of claims.

While the present invention has been described with reference toexemplary embodiments, it is to be understood that the invention is notlimited to the disclosed exemplary embodiments. The scope of thefollowing claims is to be accorded the broadest interpretation so as toencompass all such modifications and equivalent structures andfunctions.

This application claims the benefit of Japanese Patent Application No.2008-149816, filed Jun. 6, 2008 which is hereby incorporated byreference herein in its entirety.

1. A document managing system comprising: a shortcut forming unit thatforms a shortcut of a document, the shortcut including a document ID ofthe document set therein; a proxy data forming unit that, when adeletion of the document whose shortcut has been formed is instructed,forms proxy data of the document into a same folder as that of thedocument, the proxy data including the document ID of the document settherein; and a moving unit that changes the document ID of the documentwhose deletion has been instructed to another document ID and moves thedocument whose document ID has been changed into a predetermined storingarea for holding unnecessary data.
 2. A system according to claim 1,further comprising: a changing unit that, after the document was movedto the predetermined storing area, when a new document different fromthe document is registered into the folder where the proxy data exists,changes a document ID of the new document to the document ID set intothe proxy data; and a deleting unit that deletes the proxy data.
 3. Asystem according to claim 1, further comprising: a second deleting unitthat deletes the proxy data; and a second changing unit that, after thedocument was moved to the predetermined storing area, when the documentis moved from the predetermined storing area to another area, changes adocument ID of the document to the document ID set into the proxy data.4. A system according to claim 1, further comprising: a display unitthat, when the shortcut is opened, if there is proxy data in which thesame document ID as the document ID set in the shortcut has been set,displays information showing that a link destination of the shortcut isthe proxy data to a display apparatus.
 5. A system according to claim 1,further comprising: a setting unit that sets a message to the proxydata; and a display unit that, when the shortcut is opened, if there isproxy data in which the same document ID of the document ID set in theshortcut has been set, displays a message set to the proxy data to adisplay apparatus.
 6. A system according to claim 1, further comprisingan inquiry unit that, when a deletion of the document whose shortcut hasbeen formed is instructed, inquires of the user about whether or not theproxy data of the document is to be formed, and wherein when the userinstructs that the proxy data of the document whose shortcut has beenformed is to be formed in response to the inquiry, the proxy dataforming unit forms the proxy data of the document.
 7. A system accordingto claim 2, wherein the proxy data forming unit forms the proxy data inwhich a user ID of the user who instructed the deletion of the documenthas been further set, and when the new document corresponds to thedocument ID set into the proxy data and when the user who instructed theregistration of the new document corresponds to the user ID set into theproxy data, the changing unit changes the document ID of the newdocument to the document ID set into the proxy data.
 8. A documentmanaging method comprising: a shortcut forming step that forms ashortcut of a document, the shortcut including a document ID of thedocument set therein; a proxy data forming step that, when a deletion ofthe document whose shortcut has been formed is instructed, forms proxydata of the document into a same folder as that of the document, theproxy data including the document ID of the document set therein; and amoving step that changes the document ID of the document whose deletionhas been instructed to another document ID and moves the document whosedocument ID has been changed into a predetermined storing area forholding unnecessary data.
 9. A computer program, stored in acomputer-readable storage medium, for allowing a computer to execute: ashortcut forming step that forms a shortcut of a document, the shortcutincluding a document ID of the document set therein; a proxy dataforming step that, when a deletion of the document whose shortcut hasbeen formed is instructed, forms proxy data of the document into a samefolder as that of the document, the proxy data including the document IDof the document set therein; and a moving step that changes the documentID of the document whose deletion has been instructed to anotherdocument ID and moves the document whose document ID has been changedinto a predetermined storing area for holding unnecessary data.